Team Assistant – Travel, SC-4

Vacancy Announcement

Secretariat of the International Renewable Energy Agency (IRENA)

 Administration and Management Services (AMS)

Publication/Transmission Date:     13 January 2023

Deadline for Application:                 12 February 2023 (at midnight, Abu Dhabi local time)

Position Title:                                    Team Assistant – Travel, SC-4 (Service Contract – Local Recruitment)

Annual Gross Remuneration:           AED 144,000 to AED 192,000

Duration of Contract:                        12 months

Duty Station:                                      Abu Dhabi, United Arab Emirates             

Date for Entry on Duty:                    As soon as possible

The Division of Administration and Management Services is responsible for providing the Secretariat with an efficient support in managing its human and financial resources and ensures effective and timely delivery of Human Resources, Information Technology, Procurement and Financial services.

Under the supervision of the Chief of General Services, within delegated authority, the Team Assistant - Travel (SC) will be responsible for the following duties:

•  Assists in ensuring that all travel authorizations are in compliance with IRENA policies, rules and procedures. 
• Assists in planning routings and itineraries plus the most economical airfare rates for such travel as permitted by the rules and regulations.
• Assists in responding to enquiries with relevant up to-date travel information and proactively providing the most economical route and rates with regards to the allotted budget and requirements.
• Assists in reviewing and reconciling the travel invoices & supporting documents,
• Assists in providing complete cooperation with vendors which may include car rentals, hotel contracts and airlines while ensuring cost effective opportunities.
• Ability to obtain all requirements for IRENA workshops (including but not limited to venue, translation, DDR, transportation)
• Assists in the preparation of the monthly travel report
• Responsible for maintaining quality communication for all outgoing correspondence. Demonstrates excellent communication skills with an eye for detail.
•  Assists the Travel Unit with other administrational tasks as may be required.

Competencies

• Professionalism: Knowledge of travel related processing requirements; ability to recognize and act in the face of conflicting priorities. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations.

• Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.
• Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

Eligibility

Candidates must have valid UAE residence visa and Emirates ID and currently reside within UAE.

 Education:    High school diploma or equivalent.

 Experience:   Years of relevant experience in travel administration, including travel rate construction, routing, and travel reimbursement, or related area.

Language:     Fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage. 

Other:    Excellent PC Skills - proficient in Outlook, Excel, Word, and proficient in internet research skills.

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Qualified candidates must apply for the above-mentioned vacancy on-line, through IRENA’s recruitment platform, ORC, including a complete and comprehensive CV and a letter of interest and details of three professional references who will be contacted if their application is shortlisted.

Applications from qualified women, especially from nationals of developing countries, are highly encouraged.

Please note that only candidates under serious consideration will be contacted for an interview and will receive notice of the final outcome of the selection process.